Tools for Transacting on Grants
On this page, you can find some tools to help you when making payments via Buy2pay and Concur, as well as commonly used forms.
An expense object code is the 4-digit segment of the costing string that characterizes the nature of a transaction within the University's general ledger. The following is an abridged list of object codes that are commonly used when transacting on sponsored funds. Click here for the pdf version of the abridged object code list.
SALARY
| Object Code | Description |
|---|---|
6110 | Temporary Students (Hourly)................…Not to be used for Work Study: use 0139 |
6120 | Temporary / Less than Half Time (External) |
TRAVEL – Domestic & Foreign
Travelers must select the lowest economy airfare. See Harvard Travel Policy
| Object Code | Description | Object Code | Description |
|---|---|---|---|
7651 | Domestic Airfare | 7671 | Foreign Airfare |
7652 | Domestic Lodging | 7672 | Foreign Lodging |
7653 | Domestic Ground Transportation | 7673 | Foreign Ground Transportation |
7654 | Domestic Meals & Incidental | 7674 | Foreign Meals & Incidentals |
7655 | Domestic Business Meals | 7675 | Foreign Business Meals |
EQUIPMENT, SUPPLIES and MATERIALS
| Object Code | Description | Object Code | Description |
|---|---|---|---|
6540 | Classroom Supplies and Materials | 6750 | Computer Equip under $5,000 |
6630 | Non-library Books/Reprints/Subscriptions | 6770 | Rentals of Equipment, Furniture/Fixtures |
6660 | Computer Supplies and Materials, General | 8090 | Includes licensing fees for hardware and software, maintenance contracts, and network usage fees. |
6680 | Other Supplies+Materials, GENERAL | 6710 | Computer Software under $5,000 |
Consulting/Professional Services Payments to Vendors
| Object Code | Description |
|---|---|
7970 | Publication-Related Professional Services……………Includes editorial services, graphical design |
7980 | Other Professional Services…………….Professional services not listed above; NOT Harvard employees. |
8070 | Computer Services/Data Processing |
8221 | Temporary Agency Personnel Services……………………..DZConnex - Payments made directly to agencies providing temporary personnel services. Note you will not process these payments, but you may see them in GL. |
8690 | Honoraria…………….Invited guests who give lectures, participate in panels; NOT Harvard faculty, employees or Harvard students. One-time engagements only. |
Food/Catering/Meals - See “Travel” above to reimburse individuals
| Object Code | Description |
|---|---|
6570 | Food/Nonalcoholic Beverages…………misc. food must directly benefit the project scope. |
7655 | Business Meals/Meetings……….No alcohol allowed, charge only to 8450 on non-sponsored. |
8060 | Catering Services…………No alcohol allowed, charge only to 8450 on non-sponsored. |
Postage
| Object Code | Description |
|---|---|
8700 | Postage, Express Mail……………Includes express mail services & fees paid to Univ. Mail |
Other
| Object Code | Description |
|---|---|
7230 | Rentals/Leases of Space |
7231 | Rentals/Space for Meetings |
8267 | Parking |
8540 | Photocopying/Duplicating |
8550 | Printing/Publishing |
8630 | Professional Development-Courses, conferences attended by employees |
8631 | Conference Fees |
8680 | Dues/Membership |
Subcontracts
| Object Code | Description |
|---|---|
8190 | Used for first $25,000 of subcontract expenses for NIH, and for the first $50,000 for all other subcontracts |
8191 | Used for subcontract expenses above $25,000 for NIH, and above $50,000 for all others |
8192 | Used when overhead is allowed on the full subcontract |
Special Other
| Object Code | Description |
|---|---|
8273 | Subject Payments (Must collect name and tax ID). If gift certificates, contact OSP re: special requirements. See Human Subjects Policy |
NEVER ON SPONSORED
| Object Code | Description |
|---|---|
6640 | Office Supplies/Materials |
8450 | Expenses Ineligible for Fed Reimbursement. Includes alcoholic beverages, gifts, flowers |
Buy2Pay
When crafting a business description in B2P for a charge to a sponsored fund, please be sure to include the who, what, when, where, and why specifics of the expense.
Business Description Templates for B2P Transactions on Grants
- Consultant invoice payment
[Vendor name], Inv [Invoice #], [Invoice date], Payment for [goods/services provided] - Subaward invoice payment
[Subaward name], [Subaward #], Inv [Invoice #], [Invoice date], for billing period of [billing period], subaward payment for [goods/services provided] - Non-employee reimbursement
Reimbursement for [name and affiliation of individual] for [purpose of travel] in [location], [travel dates], [expense type]- Reimbursement for speaker J. Smith for presenting ABCD conference in Baltimore, MD, 11/29-12/03/23, flight
Concur
When crafting a business description in Concur for a charge to a sponsored fund, please be sure to include the who, what, when, where, and why specifics of the expense. Please note that the Concur business description field has a 64 character limit, so you must be both thorough and concise; if necessary, you may use abbreviations
Business Description Templates for Concur Transactions on Grants
- Travel-related employee reimbursement
[Name of traveler], [purpose of travel], [location], [travel dates], [expense type]- J. Smith, Present at ABCD Conference, Atlanta, GA,11/27-11/30/2023, Flight
- Other employee reimbursement
[Item purchased], [vendor name], [purpose of item], [date of purchase]- 500 name tags for ABCD conf., Staples, 01/25/2024
- 5 flash drive for data storage & transfer, Amazon, 12/5/23
- Printed 25 copies of conf. material, Flashprint, 11/25/23
- Monthly Dropbox subscription for data storage, Jan 2023